ONCN0294885-0000
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2024-01-16T00:00:00
As a critical member of our staff, the Executive Secretary to the District Superintendent/ Board Clerk plays a pivotal role in helping shape the future of our educational community. This position calls for extraordinary professionalism, discretion, judgment and confidentiality. The candidate will consistently uphold the BOCES mission while assisting the District Superintendent and other members of our district community. The successful candidate will be the liaison to the Board of Education and will develop strong connections with our Board of Education. They will be dynamic and innovative with the organization and management of board meetings, board committees, policy reviews, and annual meetings. Salary: $55,000 - $60,000Paid holidays, generous sick and vacation time, NYS retirement, EAP, continuing education assistance, and exceptional insurance, including retiree health insurance, are available.For more information, please contact: humanresources@oncboces.orgThe Board of Cooperative Educational Services of the Sole Supervisory District of Otsego, Delaware, Schoharie and Greene Counties does not discriminate on the basis of race, creed, color, national origin, sex, sexual orientation, gender identity, religion, ethnicity, pregnancy, family status, age, marital status, genetic predisposition, military status, domestic violence victim status, disability and any other class protected by state or federal law in the educational programs or activities which it operates, including, but not limited to, access to facilities in accordance with the Boy Scouts of America Equal Access Act of 2001, 20 U.S.C. 7905, which requires equal access for the Boy Scouts of America and other designated youth groups to meet at public schools.Reports to: District SuperintendentEssential Duties and Responsibilities:The following list is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.Responsibilities:Public Relations1. Answer all phone calls — screen all calls to district superintendent2. Respond to inquiries, follow through whenever possible3. Take accurate messages and relay to district superintendent or other departments when necessary4. Act as liaison for the district superintendent between component districts, component boards of education, BOCES staff, and the State Education Department.5. Act as liaison for communication between superintendents6. Draft Press Releases7. Communicate and Coordinate with Local Media8. Plan Promotional Events9. Develop and/or Facilitate Development of in-house Advertising Materials (Flyers, Commercials, Artwork)10. Work with Media/PR Firms for Ad Placement and Development11. Assist with Social Media OutreachCorrespondence1. Screens incoming mail 2. Prioritize all mail for district superintendent and board of education3. Disseminate mail to appropriate departments — making extra copies when necessary4. Prepare correspondence for district superintendent and board of education5. Set up and maintain files6. Prepare and send or forward emails to various individuals, committees, and organizations7. Prepare and metering of district superintendent and board outgoing mail8. Manage listservs for Superintendents, BOE and component superintendent secretaries9. Arrange/advertise Virtual Office Hour for ONC Facilitates a positive school culture and climate Meetings:1. Coordinate meetings — board of education, executive committee, cabinet, directors, and others as delegated by district superintendent2. Prepare agendas, minutes, etc. and distribute3. Schedule rooms, dates, times, etc.4. Arrange for refreshments, meals, seating, etc.5. Attend all board, cabinet and executive committee meetings to record proceedings6. Prepare folders for meetings attended by district superintendent and board of educationAnnual Meetings:1. Initiate solicitations for BOCES Annual Service Awards and prepare news release2. Schedule date for selection committee to review nominations3. Notify winners and order plaques4. Notify board members up for election5. Solicit menu and prepare informational packets for distribution to component boards, component districts, BOCES board, and administrators6. Prepare and forward legal notices to newspapers7. Collect and keep accurate reservations list8. Prepare thank you letters and news release for service award winners 9. Prepare annual meeting packets for registration10. Host registration, take minutes and distribute11. Prepare notice of election and approval of BOCES budget12. Collect and compile results of budget vote and board member election13. Prepare budget vote/board members’ election results letters to component board members14. Prepare thank you letters to presenters and culinary arts programSuperintendent Vacancies:1. Prepare initial packet for component board2. Design and prepare vacancy brochure3. Prepare advertisement for newspaper(s) 4. Place vacancy notices in The Career Center (NYSCOSS), OLAS, or as delegated.5. Prepare letters and vacancy information to candidates6. Set up and maintain accurate candidate files7. Coordinate interviews8. Prepare interview questions, color code, and distribute to interview groups Conferences:1. Make all travel/conference arrangements for board of education and district superintendent and process expenses2. Coordinate mileage and other reimbursable expenses for district superintendent/BOECalendars:1. Schedule all appointments/meetings2. Maintain accurate calendar for district superintendent3. Compile meeting dates for board of education, executive committee, cabinet, administrators, directors, program leaders and advisory committees and distribute to all departments4. Compile component board meeting schedule5. Work with superintendents on component school calendarCTE Alumni Hall of Fame Award:1. Prepare and initiate solicitations for nominations2. Prepare news releases3. Collect nominations and compile nomination packets for selection committee4. Order trophies, etc.5. Prepare congratulation letters to alumni winnersAnnual Enrollment Report:1. Solicit and compile information from the 19 component school districts for each grade K-12 including Innovative Program students. 2. Prepare report and distribute to board of education, superintendents, program leaders, etc.Purchasing/Budget:1. Responsible for all purchasing for district superintendent, board of education, and office supplies for department2. Develop and plan requisitions for upcoming year for budget planning3. Maintain accurate purchasing records Component School Districts:1. Coordinate all cabinet and executive committee meetings2. Prepare agendas and minutes3. Attend cabinet and executive meetings to record proceedings4. Coordinate superintendent advisory committees with other departments5. Prepare and tally component districts’ budget vote for SED6. Handle all projects/requests as assigned from superintendents/districts7. Receives and responds to inquiries8. Coordinate Legislative Luncheon, zoom and NYSCOSS Dinner with superintendents and legislators 7. Receives and responds to inquiries8. Coordinate Legislative Luncheon, zoom and NYSCOSS Dinner with superintendents and legislators Event Planning:1. Research and book events: Program leaders’ retreat, Superintendent’s Retreats, BOE retreat, various dinners, professional development, opening day, etc.2. Process related contracts, prepare agenda with venue, order food, maintain guest list, manage payment and prepare billing for component districts and program budgets.Miscellaneous:1. Other duties as assigned by board of education, component districts, and district superintendent including but not limited to:2. Compile/prepare surveys, charts, tables, flyers, brochures, presentation materials, etc.3. Monitor organizational chart and update as necessaryBoard of Education Meetings - Organization and Management: 1. 1rganize and attend all school board meetings (regular, special and public hearings) for the purposes of providing information, agenda, recording minutes, coordinating materials distributed and/or supporting the needs of the attendees2. Maintain official board minutes book3. Prepare certified copies of excerpts of board motions/minutes on request4. Sign consultant agreements, AS-7 contracts and other official documents as needed5. Organize the Annual Meeting, consisting of, but not limited to, establishing timeline in accordance with legal requirements, publishing legal notices, preparing materials and setting up any required materials or supplies6. Assist in the orientation of new school board member(s) 7. Prepare public notices for dissemination, posting and publishing in newspapers. 8. Prepare and coordinate items for the Annual Organizational Meeting of the Board. Call the Annual District Meeting to order and serve as Chair of the meeting (if not done so by the previous Board president). Administer the Oath of Office to new trustees of the Board and appointed officersBoard Committees: Fulfill requests as assigned. This may include the preparation of agenda, minutes, meeting notices, along with research, compiling, photocopying and dissemination of information. Policy: 1. Prepare agendas and minutes 2. Attend all meetings 3. Research and gather information from a variety of sources, as requested 4. Prepare and distribute policies for Board agenda/meetings 5. Input new or revised policies and regulations on to BoardDocs 6. Disseminate Board approved policies to all employees, Board of Education and legal counsel 7. Maintain the official on-line policy manual of the BoardOther Essential Duties and Responsibilities: 1. Serve as a liaison to the Board of Education. Provide support to the Board, Superintendent and other district personnel for the purposes of achieving the district’s mission and goals. Communicate regularly with Board of Education2. Notify and remind Board members of all meetings, conferences and workshops. Provide correspondence and calendar to Board 3. Other duties as assigned by the Board of Education and the District Superintendent.
Clerical/Support Staff
Otsego Northern Catskills BOCES
Southern
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